Planes, Trains, and Automobiles:  Get your Attendees to the Meeting Site

Thinking about all the different forms of domestic and international travel options: air private or chartered jets, helicopters, public or private cars, trains, yachts, ocean liner, limo, horseback, bus – chartered and public, taxi and even by foot.

The truth of ht matter for a majority of your meetings will use commercial air to get your attendees local.  Once they arrive to the host city they will use a variety of ground transportation services to move around the city.

Think about what is most economical for your attendee in most cases they will be covering their own travel expenses.  There are some cases when you will need to cover travel for celebrity, special VIP guests.  Since air travel is the norm in most cases.  Contact the major airlines for rates and regulations, make sure to ask for the current fees and promotion for checked baggage and carry ons.  Consider how far they are from your meeting place.  Don’t forget the smaller air ports, some are able to provide more efficiency and cost less.  For assistance don’t forget to check with the local Convention and Visitors Bureaus (CVBs) they are a very knowledgeable resource.

When considering airlines contact them and ask about their meeting programs.  A program could include: Free tickets based on volume and group fares and discounts.  Beware there are some times when no group discounts are available.

Be prepared to answer the following questions when booking with the airline:

* Starting location for passengers

* Meeting destination

* Date and time of event

* Number of passengers

Check with each airline, some airlines require a different passenger number to be considered a group, but the Sales Office will be able to help you secure seats and save money when possible.  You can also offer a testimonial via social media for future possible discounts.  Then you sign the contract will be given a group number.  Take this number and publish it on your meeting materials.  Make sure they know to use this number to associate themselves with this group and qualify for the special rate when booking their flight.  The savvy trailer may opt to use frequent flyer points or miles, travel discount sites, travel club like AAA.

… Organized travels

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You just can't find the time or maybe you are not sure how to plan everything yourself.  You've tried to work planning into your schedule, but it's just not possible - it's OK we're here to help.  Word of Mouth Events & Planning has what you need, knowledgeable  and friendly professionals.  Your day needs to be special, and it should be with our planners, you will have the confidence that we will give you the wedding of your dreams. 

By Lisa Hurley



Making a dish both vegetarian and gluten-free–there are many ways caterers today tweak menus to suit special guest requests. 

 
Culinary Capers’ Baby Beet Salad with Fromage Blanc Tart is an elegant vegetarian option.


With the percentage of event guests requesting special meals more than doubling over the last 10 years, caterers are turning to a variety of strategies to keep clients happy while holding the line on margins.

Wondering how far Word of Mouth Events & Planning can go to help make your event easier to enjoy?  We offer a wide variety of setup, cleanup & logistics services to relieve the stress and worry with hours of work before, during and after your special event.

Reliability is PRICELESS.

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Word of Mouth can create an environment to meet any event goal or objective.   We offer entertainment to promote networking, reward and incentive programs, or just plain FUN!

By Debra Lykkemark, CEO

To keep costs under control, we will often try and design the special meal option to be served with that same starch and vegetables we are serving with the regular meal.

We also try and design our special options to cover a number of the above listed special requests. For example: If the regular entree was beef tenderloin with a port jus with grilled vegetables and rosemary roasted potatoes, we could substitute our vegan roasted vegetable and heirloom bean terrine for the beef tenderloin and port jus, serving it with the grilled vegetables and potatoes. Providing we just used olive oil on the potatoes and vegetables and no garlic or onion, this dish would be suitable for lactose intolerance, gluten-free, vegan, nut and seafood allergies, Jewish and Muslim.

Example: Special meal options for an event for 730 guests that we just catered:

First Course
Vegetarian option: Baby Beet Salad with Fromage Blanc Tart (in photo) 
Golden and red beets, tarragon, honey, vinegar, shaved rainbow radishes and frisée salad

Entree Course
Gluten-free, vegan (without cheese) and vegetarian option: Roasted Vegetable and Heirloom Bean Terrine
Roasted red and yellow bell peppers, fennel, thyme, basil, and heirloom beans, wrapped zucchini, served with capers, red pepper coulis and Asiago cheese

Served with the same starch and vegetables as the regular entree (Short Rib Provençal): Gâteau De Pommes Du Terre
Smashed young red potatoes, olive oil and parsley
Legumes du Jour Pas De Beurre
Fresh seasonal vegetables tossed in fresh herbs and olive oil

Dessert Course
Gluten- and dairy-free option: Coconut Panna Cotta
Made with coconut milk and fresh berries

For large sit-down dinners all these special requests can be very challenging. We recommend setting up a separate plating line for special meals as it will keep the service moving quickly.

Whether it’s a wedding, a 50th birthday party, a corporate retreat, or a live musical event, Word of Mouth Events & Planning can get it done.  Working closely as a trusted source with the event and meeting designers and managers, we can create your vision and feel while maximizing guest enjoyment and make the experience memorable for all involved. It doesn't matter if it’s celebration of family or business: we are the right event and meeting management firm with the know how to pull everything together with ease and sophistication. 


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Getting the Word Out!

Ok so now you have your target audience and you need to let them know you have some place for them to be and why.  Here are a few ways to reach out to them:

* Website                                      
* Past Attendees                      
* Poster/Flyer
* Email Blast                                
* Text Message                        
* Referral
* Blogs                                             
* Fax
* Networking
* Email                                    
* Press Release                      
* Newspaper
* Radio/Internet                      
* Commercial                        
 * Word of Mouth
* Signage                                
* Feature Article                      
* Other Events

Here’s where you show your marketing plan to the world.  You can use as many of these outlets as you like that will “touch” your target audience.  You will also need to consider you marketing budget and the cost of each and which will provide the best ROI (return on investment).  Also be thinking ahead to your next event.  On you r attendee registration form create a line for them to tell you where they heard about your event.  Keep this information on hand for planning similar events to create a list of the best places to advertise based on the number of people reached, this will tell you where to advertise more.  It’s up to you to market in best places for maximum results.

… Be heard.

Pharice Brown

Word of Mouth Events & Planning
Bladensburg, MD 20710

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.  We have given you our best information to make any event or meeting a success; follow our blog.

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.

“I love chile de árbol—Spanish for ‘tree chili’—and am excited to use more of it in the coming year. It has this great smoky, subtle flavor that is the perfect alternative to black pepper.” —Elaina Vazquez, owner and head chef at Boutique Bites Catering & Events, Chicago Photo: Courtesy of Boutique Bites Catering & Events

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Enjoy Your Big Day…

You know what can help you enjoy your big day, something inexpensive (some people call it cheap but I have always liked the word frugal)… Here are two ideas that are inexpensive and elegant at the same time.

 First, buy white lights after Christmas.  They are always on sale around the end of the holidays, so you can buy several sets and make a big impact at any occasion.  They make a soft lighting environment and big impact with little effort; you can package them up and use them over and over again for all of your special occasions. 

Second, go to a discount store for help there you can find unique inexpensive ideas for centerpieces.  I have seen the most beautiful events done with economical votive candle holders, candles, and mirrors.  Guests can take the centerpiece home in addition to the take home gifts.  Because these items are reasonably priced they are a great way continue to impress your guests with a durable showpiece they can reuse for times to come.

These ideas can help you enjoy your day and help inspire others for theirs.

Deidra D. Thompson, Professional-In-Training (P.I.T.)
Word of Mouth Events & Planning 
Bladensburg, MD 20710

Toll Free Phone and Fax: (866) 905-9002 ext. 102

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.

Enjoy your Big Day…

To avoid real disappointment on your Big Day (whatever the occasion) you should register for items you need and really want.  If you start putting things on the registry like vases, platters and picture frames just because you think you should, please believe that you will be overcome with vases, platters and picture frames.  Because these are taste specific, for the most part there may be many you won’t want.  These are items that people always buy for all occasions.  You will be re-gifting these items for some time to come if you don’t take the time to think ahead and plan a registry.  And yes, re-gifting is perfectly acceptable behavior because if you don’t like it and you know you will not use it and someone else could be enjoying it, then why not?  Now let me say this.  You have to be sure to label who gave you each gift, the worst thing would be to gift the item they gifted to you.  Embarrassing!  I can’t say it enough – do not re-gift to the person who gave it to you. 

Also, while on the topic of registries, please register according to your guest list, meaning; have several price choices and try not to make a list twice as big as the guest list.  The fact of the matter is that you probably do not want only two forks and two plates, when you registered for a twelve piece dinning set, four platters, eight vases, a grill, and a sofa set, along side fourteen picture frames and a stand mixer with accessories but only invited twenty-five people to your event.  It may take a bit longer to figure out what you want on your registry but it will definitely pay off in the end, while not giving you a headache.  Make things easier on you and enjoy your big day… 

Deidra D. Thompson, Professional-In-Training (P.I.T.)
Word of Mouth Events & Planning 
Bladensburg, MD 20710

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.

Enjoy Your Big Day…

You know what can help you enjoy your big day, something inexpensive (some people call it cheap but I have always liked the word frugal)… Here are two ideas that are inexpensive and elegant at the same time.

 First, buy white lights after Christmas.  They are always on sale around the end of the holidays, so you can buy several sets and make a big impact at any occasion.  They make a soft lighting environment and big impact with little effort; you can package them up and use them over and over again for all of your special occasions. 

Second, go to a discount store for help there you can find unique inexpensive ideas for centerpieces.  I have seen the most beautiful events done with economical votive candle holders, candles, and mirrors.  Guests can take the centerpiece home in addition to the take home gifts.  Because these items are reasonably priced they are a great way continue to impress your guests with a durable showpiece they can reuse for times to come.

These ideas can help you enjoy your day and help inspire others for theirs.

Deidra D. Thompson, Professional-In-Training (P.I.T.)
Word of Mouth Events & Planning
Bladensburg, MD 20710

Toll Free Phone and Fax: (866) 905-9002 ext. 102

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.